Title
Request for ADT/Protection to provide continuous alarm monitoring services for vaccine refrigerators and freezers for the Division of Health Clinic at 2716 W. Central Ave.
Body
Contract Approval Process Form - Please see Section V of Charter 68 for reference.
1. If the request is over a $10,000 spend, have these services been competitively bid (pursuant to Purchasing Charter Resolution 68)? Not Relative - the total spend amount is under $10,000.
a. If not, has this purchase received a waiver of competitive bidding from the Purchasing Director? Please provide proof. Not Relative - the total spend amount is under $10,000.
2. Purpose of the Contract (please be specific)
3. Justification for the Contract
a. Do we perform the services in house? No.
b. Is there an option to perform the services in house? No.
c. Do any other current County vendors provide the services (i.e., could we amend a current contract to add these services)? We currently have a month-to-month agreement with ADT to provide continuous alarm monitoring and notification services. ADT has since partnered with Protection 1, limiting the possibility of amending the initial 2003 contract which has expired.
4. Scope of the Contract
a. What services specifically will the Contractor be providing? ADT/Protection 1 will be providing an outright sale and one-time installation of a temperature sensor probe inside a small vaccine freezer, a one-time installation of a cell communicator system on the existing ADT alarm panel, and continuous 24/7 monitoring & notification of alarms sent from the vaccine refrigeration units.
b. In the alternative, if this is a revenue-generating contract for the County, what services specifically will the County be providing? Not Relative - this is not a revenue-generating contract.
5. What is the anticipated spend under this contract for all possible years of the contract (e.g., if this is a contract for 1 year with one 1-year option to renew, what is the total spend for both years of the contract)? $2826.76. This includes $369.76 installation and equipment for the temperature sensor probe and the cell communicator system plus $40.95 per month for 60 months. The contract does state that ADT/Protection 1 has the right to increase monthly rates after the first 3 years. The total spend amount above assumes the vendor does not increase the cost of monthly alarm monitoring during the five year contract. Fund center will be 38007-110.
a. In the alternative, if this is a revenue-generating contract for the County, what is the anticipated annual revenue under this contract? Not Relative - this is not a revenue-generating contract.
b. Please note: if the anticipated spend of the contract is $50,000+, the contract will need to be placed on a BoCC agenda for commission approval. Do not use this template for items going on an agenda. Please contact the Manager's Office if you have any questions.
6. If this is a renewal/extension of an existing contract, what was the previous annual spend for these services with this vendor? Previous annual expenditure for this service was $592.32, or $49.36 monthly.
a. If the services were performed by another vendor, what was the previous annual spend for those services? Not Relative - services were not performed by another vendor.
b. In the alternative, if this is a revenue-generating contract for the County, what was the previous annual revenue for performance of these services? Not Relative - this is not a revenue-generating contract.
7. Requested Term of the Contract
60 month initial term, with option to auto-renew upon the end of the initial 60 months for the same monthly rate.
a. Should the contract include any language for renewal? Automatic renewal for successive one year renewal terms unless we provide a written termination notice at least 60 days before the end of the then-current term.
8. Are there any specific terms that the user department would like included in the contract? We are not interested in the optional extended service plan at this time. The recurring service charge, without the optional extended service plan, is stated as $40.95 per month.
9. What is the deadline for the user department receiving a draft of the contract? No deadline has been given by the vendor. However, in the interest of assuring that as many forms of notification can be used as soon as possible, and to assure that the ADT/Protection 1 rates we have been quoted remain as quoted, it would be helpful to have a draft by 5/11/18.
10. Will any private health information be exchanged between Sedgwick County and the vendor? If so, in what capacity? (If yes, a Business Associate Addendum (BAA) is required as an addendum to the agreement.) No private health information shall be exchanged.